Debtors and Invoicing Clerk

Key Responsibilities:

• Manage and maintain customer debtor accounts.
• Identify overdue accounts and conduct regular follow-up calls and written communication.
• Monitor customer payment behaviour, credit terms and account limits.
• Prepare and review debtor age analysis reports.
• Escalate high-risk or overdue accounts to the Bookkeeper or management for action.
• Keep accurate records of payment commitments, follow-ups and customer communication.

• Generate and issue accurate customer invoices based on purchase orders, contracts, delivery documents or approved supporting documentation.
• Verify pricing, tax codes, discounts, payment terms and invoice details before processing.
• Process credit notes and corrections where required and approved.
• Ensure invoices and supporting documents are filed accurately and available for review.
• Support submission of customer accounts, including Woolworths account submissions, ensuring all supporting documentation is complete and accurate.

• Allocate customer receipts accurately and timeously.
• Reconcile customer accounts and investigate differences or unallocated payments.
• Maintain complete accounts receivable records.
• Assist with cash receipt management, petty cash, cash payments, cash float records and related reconciliations where required.

• Respond to customer queries professionally and timeously.
• Resolve invoice discrepancies, billing queries, payment allocation issues and statement queries.
• Communicate clearly with customers and internal stakeholders to ensure accurate and efficient resolution.
• Maintain a customer-service approach while protecting the company's financial position.

• Capture financial information accurately into company systems.
• Maintain organised electronic and physical finance records.
• Assist the Bookkeeper with debtor, creditor and general finance administration duties.
• Prepare spreadsheets, schedules and supporting documents as required.
• Assist with month-end processing, audit preparation and document retrieval.
• Maintain confidentiality and exercise discretion when handling company and customer financial information.

• Prepare regular reports on invoicing, outstanding debtors, collections and account status.
• Ensure all transactions are properly recorded and entered into the applicable accounting system.
• Adhere to company policies, accounting controls, audit requirements, tax requirements and financial legislation.
• Identify patterns, trends, risks and customer account concerns and report these to management.

• Assist with general administrative duties within the Finance Department.
• Support filing, data capturing, document management, record keeping and departmental coordination.
• Work in cohesion with the Finance, Creditors, Office and Operations teams.
• Assist with any reasonable tasks assigned by the Bookkeeper, Finance Manager or senior management.

NB:

• Office-based role requiring extended periods at a workstation.
• Ability to operate computer systems, printers, scanners, telephones and standard office equipment.
• High-volume financial and administrative processing
• Regular interaction with customers, colleagues and management.
• Occasional overtime during peak business periods, month-end, audits or urgent deadlines.